# Check probate names and will versions Documentation-checked components; proposed editorial workflow, untested in a live licensed account. Files are editorial aids. No native CSV export or automatic integration is claimed. ## Before acquiring any real data - Responsible lawyer confirms jurisdiction, applicable court AI rules, scope, client confidentiality, processing terms and authority before real matter data is indexed. Test in a synthetic matter first. - Existing licensed, authorised AU Smokeball and Archie access. Add-ons and specialised modules must already be enabled; no new permissions or connections are included. - Lawyer supplies the current matter-specific review checklist, permitted source list, and any controlling orders. No automatic deadline calculation. - Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. - Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. - Responsible NSW lawyer checks current SC Gen 23, including paragraph 9A restricted-input requirements, before indexing or prompting. This is an internal factual review, never affidavit, witness-statement or evidence generation. If the input is prohibited or authority is uncertain, stop before AI use. ## Files and roles - approved-scope-template.docx: complete the lawyer-approved authority and source scope before real-data preparation - synthetic-source-packet.docx: distinctly synthetic readable source records, source-availability metadata and preflight scenarios - review-output.csv: blank output headers only; save the reviewed result as a new copy - expected-results.csv: separate human-review answer key; never attach or index it for an AI run - source-coverage-register.csv: blank coverage worksheet with the exact reviewed schema - synthetic-source-coverage-example.csv: separate unreviewed synthetic source plan; covered items and reviewer stay blank until a human checks the actual run - prompt.txt: the exact reviewed starter prompt, including both output schemas Kit-use note: CSVs are staff worksheets and output formats. Archie does not extract spreadsheets. When the documented step says to paste the expected-source register, copy only the approved bounded rows as plain text into the question or a verified text-bearing Word context. Do not attach a CSV and expect it to be read. Never copy answer-key rows into the AI context. For couples, copy only the current client batch rows. ## Acquire and review sources in the documented order 1. Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. 2. Open the authorised NSW probate matter and locate the approved death-certificate transcript, will/codicil transcripts, executor instruction notes and draft fact sheet. Staff must verify transcripts against originals; do not rely on AI to inspect scans or certify execution. 3. Use the current NSW Supreme Court application guidance for the lawyer’s issue checklist. Record the version/date of that checklist. Prepare a text-bearing factual comparison packet; do not generate or publish an online probate notice. 4. Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. 5. Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. 6. Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. 7. Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. ## Source to tool handoffs ### 1 Approve indexed-context access Tool: Authorised source application / human reviewer Location: Responsible lawyer: existing matter/indexed-context access review Feature: Responsible lawyer: existing matter/indexed-context access review Action: Before using real data, the responsible lawyer must approve the existing indexed matter context, processing terms, staff access and shared chat history. Archie may index the last 50 recently worked matters when enabled. Selecting attachments or saying ONLY in a prompt is not a privacy boundary. Do not enable Archie or change permissions as part of this recipe. If existing access exceeds authority, stop; use an already-approved segregated matter/workspace or a human review. Expected output: Documented authority and scope, or BLOCKED before AI access Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 2 Acquire original sources Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Feature: Authorised source application/matter; acquisition instructions below Action: Open the authorised NSW probate matter and locate the approved death-certificate transcript, will/codicil transcripts, executor instruction notes and draft fact sheet. Staff must verify transcripts against originals; do not rely on AI to inspect scans or certify execution. Expected output: Identified authorised original sources and IDs, or an acquisition blocker Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 3 Prepare source-first inputs Tool: Authorised source application / human reviewer Location: Authorised source application/matter; acquisition instructions below Feature: Authorised source application/matter; acquisition instructions below Action: Use the current NSW Supreme Court application guidance for the lawyer’s issue checklist. Record the version/date of that checklist. Prepare a text-bearing factual comparison packet; do not generate or publish an online probate notice. Expected output: Readable verified input packet with original locators, or manual-review gaps Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 4 Plan bounded source coverage Tool: Authorised source application / human reviewer Location: Internal expected-source/covered-item register Feature: Internal expected-source/covered-item register Action: Create an expected-source and covered-item register with stable document IDs and original page/section/record locators. Use bounded batches of at most 20 attached files, smaller where text is long. Combined text may be trimmed. Confirm every expected source and item was actually read; any absent, unreadable, truncated or unprocessed batch means INCOMPLETE, never a completeness assurance. Do not invent page numbers. Expected output: Bounded batch plan and complete expected-source register Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 5 Open native document review Tool: Smokeball Archie Location: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Feature: Smokeball matter > Archie tab > paperclip, or Files > select files > right-click > Ask Archie about these documents Action: Open the authorised matter > Archie tab > paperclip; alternatively Files > select approved documents with Shift/Ctrl > right-click > Ask Archie about these documents. Wait for ingestion. Use only verified text-bearing sources; unreadable media or scans require human transcription and verification. Expected output: Ingested approved text-bearing source batch, or INCOMPLETE input Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 6 Run the bounded comparison Tool: Smokeball Archie Location: Archie question field, with batch ID and source register Feature: Archie question field, with batch ID and source register Action: Paste the starter prompt with the expected-source register and explicit batch ID. Require a covered-item list plus missing/truncated/unreadable sources. If coverage cannot be verified, mark the run incomplete and stop any completeness conclusion. Expected output: Draft rows plus actual covered-source/item register and explicit incomplete flags Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: native_ai AI role: native_source_review Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ### 7 Verify and retain the internal review Tool: Microsoft Word / human reviewer Location: Archie response > Copy or Open in Microsoft Word Feature: Archie response > Copy or Open in Microsoft Word Action: Copy the result or open it in Word for internal review only. Verify every exception and cited locator against the original, reconcile covered items across every batch, and retain unresolved/manual-review rows. Do not use Outlook/Client Portal send, update native records, file, serve or release originals. Expected output: Human-checked internal report with unresolved items preserved; no external action Handoff: Continue only with verified authority and the listed output; otherwise stop and record the blocker. Pass source IDs and coverage status to the next step. Verification: Verify against original source evidence. Missing authority, unreadable inputs, absent batches or uncertain text trimming blocks completeness claims. Required access: Existing approved AU Smokeball/Archie access and any required add-ons. No activation, permission grant or installation. Acquisition mode: manual_capture AI role: not_an_ai_step Testing status: Documentation checked; editorial recipe not run in a live licensed account. Synthetic acceptance testing is required. Documentation basis: Official component capabilities plus an untested editorial adaptation. Source URLs: - https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie - https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant - https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html - https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html ## Run the synthetic acceptance test 1. Keep the answer key outside the selected matter, AI indexing and attachments. Complete a synthetic scope and source-coverage worksheet first. Keep originals unchanged; preserve the stable source IDs and packet page/section references in every output row. 2. The main readable comparison cases are on packet pages 1 to 3. Page 4 adds human-recorded withheld, unprocessed second-batch and simulated trimmed-source conditions. The availability cases contain no hidden readable content or actual unreadable attachment. This is a response-to-metadata test, not a test of Archie scan/OCR/ingestion detection. 3. G09 is a separate preflight-only wrong-client access scenario. Under that scenario stop BEFORE any AI access or call. Record BLOCKED in the human control record; do not upload, inspect or expose other-client content. The G09 expected-results row is an offline reviewer expectation, not a demanded AI output after a blocked call. 4. For an authorised synthetic run, add the batch ID and its expected-source register as the run context, then paste prompt.txt without changing its text. Do not include excluded content. Reconcile all expected item and source IDs against actual returned coverage; do not fill covered_items from the plan alone. 5. Copy the output into a fresh review-output.csv copy and the separate coverage result into a fresh source-coverage-register.csv copy. These are editorial reports, not native exports or imports. A CSV cannot enforce the review rules; staff must check field order, sources and all statuses. 6. Compare the observed results with expected-results.csv only after the run. Equivalent factual wording is acceptable, but every planted case and source locator must be accounted for. The baseline remains INCOMPLETE because sources are absent, human-recorded unreadable, withheld, unprocessed or simulated trimmed. Exact matches never make the overall run complete. The wrong-client scenario remains BLOCKED. 7. No external message, filing, notice, record correction, original release or payment may result from this test. Record the actual reviewer and date only after review. These kits have not been executed in Smokeball or Archie. Reviewed acceptance specification: Include at least one exact match, one conflicting value, one missing source, one explicitly out-of-scope item and one unreadable attachment. Pass only if each is labelled correctly with a source or explicit absence, and no external action occurs. Include a withheld source, a second batch not processed, a simulated trimmed source and a wrong-client access case. Every run must remain incomplete or blocked until those are resolved; selected attachments must never be described as isolating indexed context. Expected reviewer cases: 9. Coverage-control expectations are separate from ordinary source comparisons. ## Exact starter prompt Compare only the approved factual packet across the death-certificate transcript, will and codicil transcripts, executor instructions and draft fact sheet. Preserve exact names and dates; list differences without choosing the legally correct version. Identify every unverified original and executor-role discrepancy. Do not determine validity or entitlement, draft affidavit language, calculate deadlines, file or publish. Produce an internal factual mismatch register with source locations. Use only the approved task scope; this instruction does not limit indexed-context access. For every row include source_ref, source_locator, coverage_status and manual_review. Never invent locators. List expected sources and batches not covered, unreadable or potentially trimmed. Mark the overall output INCOMPLETE if source coverage cannot be verified; no unsupported completeness claim. Copy/open an internal Word draft only; take no external or record-changing action. Return the review table with these exact columns: fact_type, source_one, source_one_value, source_two, source_two_value, difference, original_verified, lawyer_question, source_ref, source_locator, batch_id, coverage_status, manual_review. Return a separate source-coverage register with these exact columns: batch_id, source_ref, original_locator_range, expected_items, covered_items, readability, truncation_check, coverage_status, reviewer. ## Human approvals and limits Lawyer decides validity, entitlement, renunciation, original-will issues and required supporting evidence. No affidavit generation, deadline advice, online notice publication, payment or filing. Internal administrative review only. Do not infer legal compliance from completeness; do not file, serve, contact anyone, change originals or decide legal rights. Lawyer confirms the probate route, current NSW guidance and checklist version. No will or affidavit drafting, legal-validity decision, notice publication, deadline calculation, payment or filing. No deadline, legal-validity, entitlement, accounting-compliance or current-product-defect conclusion is established by this fixture. No live workflow test or measured benefit is claimed. ## Source documentation - NSW Supreme Court: applying for probate: https://supremecourt.nsw.gov.au/wills-probate/applications/applying-for-probate.html Current jurisdiction-specific application guidance. - NSW Supreme Court: intended application notice: https://supremecourt.nsw.gov.au/wills-probate/online-probate-notices/intended-probate-application.html Online notice process must be checked separately; this workflow does not publish notices. - Smokeball AU: Archie supported matter context and limitations: https://support.smokeball.com/hc/en-au/articles/24407844681751-Getting-Started-with-Archie-the-Smokeball-AI-Assistant Matter-native document and note review with source links. Images, rendered PDFs and spreadsheets are not extractable; broader contacts and trust transaction history are unavailable. This is capability evidence, not validation of this recipe. - Smokeball AU: reviewing documents with Archie: https://support.smokeball.com/hc/en-au/articles/24410302082711-Reviewing-documents-with-Archie Documents native review UI and matter-context limitations; no recipe testing claimed. - NSW Supreme Court Practice Note SC Gen 23: https://supremecourt.nsw.gov.au/content/dam/dcj/ctsd/supreme-court/documents/Practice-and-Procedure/Practice-Notes/general/current/PN_SC_Gen_23.pdf Current court AI practice note; responsible lawyer checks applicability and restricted inputs before use.